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DOT (DIGITAL OFFICE
TECHNOLOGY)™
COMMMANAGER
INSTALLATION AND
USER GUIDE
WELCOME TO
DOTCOMMMANAGER
DOT CommManager enables the use of your DOT phones even when not at the office. If you travel regularly for
work or sometimes like to work from home this tool enables the freedom to support you to do that, helping you to
communicate and work more effectively. You can easily find team members or colleagues details and choose how
you want to communicate with them or make phone calls from your business phones even when not at the
premises.
This guide describes the features of the DOT CommManager client and explains how to use them in an effective
way.
NEED MORE SUPPORT?
If you have questions beyond this guide, we want to help.
To learn more about your DOT tools and features, visit the DOT Online Support page at
http://www.telstra.com.au/small-business/bundles/dot/support/
CONVENTIONS USED IN THIS GUIDE
The following typographical conventions are used in this guide for simplicity and readability:
Web addresses, e-mail addresses and hyperlinks are shown in bold italics, for example
www.telstraenterprise.com.au.
Button names and titles/features on your computer screen are shown in italics.
User input is shown in typewriter font.
DOT CommManager, User Guide, Version 1.0
© Telstra Corporation Limited (ABN 33 051 775 556) 2013. All rights reserved.
This work is copyright. Apart from any use as permitted under the Copyright Act 1968, information contained within this manual
cannot be used for any other purpose other than the purpose for which it was released. No part of this publication may be
reproduced, stored in a retrieval system, or transmitted in any form or by any means, electronic, mechanical, photocopying,
recording or otherwise, without the written permission of Telstra Corporation Limited.
Words mentioned in this book that are known to be trademarks, whether registered or unregistered, have been capitalised or
use initial capitals. Terms identified as trademarks include Cisco®, Microsoft®, Microsoft PC®, Apple®, AirPort®, Mac®,
Linksys®.
DOT COMMMANAGER USERGUIDE
2
WHAT’S INSIDE
DOT COMMMANAGER USERGUIDE
4
SIGN IN AND SIGN OUT
9
CALL SETTINGS
15
DIRECTORIES
23
CALL HANDLING
29
SETTINGS, PREFERENCES AND SECURITY
32
DOT COMMMANAGER USERGUIDE
3
DOT COMMMANAGER USERGUIDE
The DOT CommManager enables effective office communication in real time, helping you to communicate and
work more effectively. You can easily find team members or colleagues details and choose how you want to
communicate with them.
Why use the DOT CommManager?

Convenience: Directories and other communication tools are centralised and simple to use. Making changes
to your business phone settings is easy and can be done remotely; if you need to work away from the Office
location you can change your business phone settings to receive calls as long as you are connected to the
internet.

Accessibility: CommManager is always available for you to use and signing in is simple

To easily configure a remote answer point (Remote Office feature)

To easily forward calls to another number (Call forward feature)

To turn off your calling name and number for outbound calls to external contacts or other sites (Hide number
feature)

Can define up to ten phone numbers you would like to ring for an incoming call in addition to your primary
business phone. (Simultaneous Ring feature)
The PC and Mac version of the DOT CommManager can be downloaded from Telstra’s DOT Support website:
http://www.telstra.com.au/small-business/bundles/dot/support/
DOT COMMMANAGER USERGUIDE
4
OVERVIEW OF THE DOT COMMMANAGER CLIENT
Figures 1 and 2 displays the Main window of the DOT CommManager for both PC and Mac.
Client Resize
Menu
Call Settings
Directory Tabs
Add contacts
Search or communicate
Dial pad
Contacts
Communicate bar
Connection Status
Figure 1: DOT CommManager Main window - PC version
Menu
Client Resize
Call Settings
Directory Tabs
Add contacts
Search or communicate
Dial pad
Contacts
Communicate Bar
Connection Status
Figure 2: DOT CommManager Main window - Mac version
DOT COMMMANAGER USERGUIDE
5
Table 1 is a listing of the icons used in the DOT CommManager. It provides a brief description of the icon and
refers the user to the relevant sections in the manual for further detail on the feature.
ICON
DESCRIPTION
REFERENCE SECTION
Call Settings – modify the features used to manage
incoming and outgoing calls. Settings include; Remote
Office, Call Forward, Hide Number and Simultaneous Ring
Chapter 2 – Call Settings
Dialler - displays the dialpad used to initiate calls
Add Contact – opens the Add Contact form
Expand –expands an area to view more options
Chapter 4 – Call Handling
Chapter 3 – Directories
Chapter 3 – Directories
Chapter 4 – Call Handling
Call from phone – initiate a call from your Contacts screen,
Directory screen and from Dialler
Chapter 4 – Call Handling
Actions menu – available within the Call History screen and
displays options for a user to either initiate a call for the
selected entry or add the selected entry to your list of
Contacts
Chapter 3 – Directories
Options – this icon is found near a contact. Clicking this
icon opens a menu from which an action for the contact can
be chosen. Ie. Contact information and Remove contact.
Chapter 3 – Directories
Dialled Calls – lists the last 20 outgoing calls dialled
Chapter 3 – Directories
Missed Calls – lists the last 20 incoming calls that were
unanswered
Chapter 3 – Directories
Received Calls – lists the last 20 incoming calls that were
answered
Chapter 3 – Directories
Check Voicemail – indicates at least one message has
been deposited to your MessageBank®
Chapter 4 – Check Voicemail
Notification
Chapter 4 – Call Handling
Chapter 4 – Call Handling
Table 1: DOT CommManager icons and descriptions
DOT COMMMANAGER USERGUIDE
6
DOWNLOAD AND INSTALLATION
The PC and Mac version of the DOT CommManager can be downloaded from Telstra’s DOT Support website:
http://www.telstra.com.au/small-business/bundles/dot/support/
1.
Click to download the PC or MAC versions of CommManager
2.
Choose the option ‘Open’ to initiate the install
3.
Follow the On-screen instructions to complete the installation.
It is recommended that you do NOT install multiple instances of the DOT CommManager
client on a single PC or Mac. Although technically feasible, it is not supported by Telstra.
MINIMUM SYSTEM REQUIREMENTS
OPERATING SYSTEMS SUPPORTED

Mac OS 10.5 Leopard, Mac OS 10.6 Snow Leopard, Mac OS 10.7 Lion and Mac OS 10.8 Mountain Lion

Windows XP, Windows Vista, Windows 7 and Windows 8
HARDWARE REQUIREMENTS
The minimum hardware specification recommended is:

512 MB RAM, however 1 GB is preferred

1 GHz CPU, however 1.5 GHz is recommended

~100MB of hard disk space
FIREWALL SETTINGS
If prompted, please select “Allow access” for the application: “Communicator”
HELP
The Help link (Sign-in screen) and the Help option (Main menu) will direct you to Telstra’s DOT CommManager
Userguide. For more help, refer to Telstra’s DOT Support web site: http://www.telstra.com.au/smallbusiness/bundles/dot/support/
PC
1. Press F1, Or Click Menu icon
2. Select Help
MAC
1. On the Menu bar (at the top of the screen), click Help
2. Select Help
DOT COMMMANAGER USERGUIDE
7
ABOUT
Displays the version number and copyright details of the client installed on the PC or MAC. To view these details:
PC
1. Click Menu
2. Select About
MAC
1. On the Menu bar (at the top of the screen), click DOT CommManager
2. Select About DOT CommManager
DOT COMMMANAGER USERGUIDE
8
CHAPTER 1
SIGN IN AND SIGN OUT
The “Sign in” window will be displayed when the DOT CommManager starts up. Once a password has been
entered, options to “remember the password” and “sign-in automatically” will become available.
Before signing into the DOT CommManager, please ensure you have your “Commpilot” Username and Password
for your business phone ready as they are the same. Note: Your Username and password will be for a User
account and not an administrator account.
If do not know your username or password for your business phone, please contact your Administrator, account
holder or call Telstra Ph 13 2000 and state ‘DOT’.
1.1. SIGN IN
To sign in please use the following steps:
1. If signing in for the first time, enter your username. However, on subsequent logins you may need to
select your Username from a drop down list. The username format is 03xxxxxxxx@digitalbusiness
2. Enter your Password
Figure 3: DOT CommManager Sign in
3. When a new version of the client is available, a prompt will appear to upgrade at this stage. For more
details on the upgrade process refer to section 6.3 Upgrading to a new version
4. For CommManager to remember your password, check the checkbox to enable this option.
5. This option can be changed within the Preferences menu after sign in. For more details refer to section
Chapter 5 Settings/Preferences and Security/Confirmations
6. When the option to Remember password has been selected, the option to Sign in automatically will be
displayed. Check the checkbox to enable this option.
7. This option can also be changed within the Preference menu after sign in. For more details refer to
section Chapter 5 Settings/Preferences and Security/Confirmations
8. Click Sign in
SIGN IN AND SIGN OUT
9
Remember: Your username and password for CommManager is the same as for Commpilot
and located within the configuration summary provided with your service.
If you have not logged into Commpilot before, recommend you do so as you will be prompted
to reset your password. Once a new password has been set, use your existing username
and new password to sign into CommManager.
If you are still unable to login to Commpilot or CommManager, contact your administrator,
account holder or call Telstra Ph 13 2000
SIGN IN AND SIGN OUT
10
1.2. SIGN OUT - PC CLIENT
A user has the option of selecting Sign Out, Close or Exit.
To Sign Out:
1. Click the drop down arrow to view the Menu selector
Figure 4: Menu on a PC
2. From the Menu select Sign Out
Figure 5: Menu – Select Sign out or Exit
SIGN IN AND SIGN OUT
11
To Close:
1. Click the
(X-Button) in the top right corner of the client and the client will be minimised to the system
tray
2. To re-open the client, right click your mouse on the Telstra icon in the system tray and choose the
option “Open Application”.
Figure 6: System Tray
To Exit:
Selecting Exit from the Menu selector will also close the DOT CommManager client.
1. Click the drop down arrow to view the Menu selector
2. Select Exit.
The sign in window is displayed. If alternate login information is not entered , the Sign in window will
disappear from the screen after a short delay.
SIGN IN AND SIGN OUT
12
1.3. SIGN OUT – MAC CLIENT
A User has the option of selecting Sign Out, Close or Quit.
To Sign Out:
1. On the Menu bar click Actions
2. Select Sign out
Figure 7: Actions - Sign out
To Close:
1. Click the
(X-Button) in the right corner of the client. The client will be minimised in the system tray,
OR
2. Click and hold the left mouse button on the “T” icon in the dock.
3. Right click the mouse button on the DOT CommManager icon
4. Click Quit DOT CommManager; This allows you to receive calls and messages without having the
window open on the desktop.
5. To restore the client, click on the
icon.
Figure 8: Dock with icon selected
SIGN IN AND SIGN OUT
13
To Quit:
1. Click and hold the DOT CommManager icon on the dock
2. Select Quit
Calls and messages will not be received via the client.
Figure 9: Click and Hold - Quit
SIGN IN AND SIGN OUT
14
CHAPTER 2
CALL SETTINGS
The Call Settings button located on the Main window is where you can manage Incoming and Outgoing Calls.
The features currently available are: Remote Office, Forward Calls, Hide Number and Simultaneous Ring.
To access call settings, click the Call Settings button. Call settings can also be accessed via the Menu.
Figure 4: Call Settings
2.1. REMOTE OFFICE
Remote Office allows you (a User) to assign any other landline or mobile phone number as your business phone
number and have outgoing calls billed to your business number. Incoming calls to your business are redirected to
ring on the Remote Office phone number.
A User who works away from the office (or from home) will benefit from this feature. When a call is initiated from
CommManager with Remote Office enabled, your business phone number will be displayed to the caller and not
your Remote Office number.
Note: When a call is not initiated using Comm Manager the call will be not be charged back to your DOT service.
Use Case 1:
Ben works from home two days a week and has a landline at his home office. On the days Ben works from home,
he signs into the DOT CommManager and enables the Remote Office feature to his home landline phone number.
All the calls he makes using the DOT CommManager will display as his business phone number with the call cost
charged to his business phone. When someone calls his business phone, the calls are received on his home
landline phone number. When he is finished work for the day, Ben disables the Remote Office feature.
CALL SETTINGS
15
Use Case 2:
Molly will be travelling interstate to follow up with clients. Molly always gives her clients her business phone
number. While Molly is interstate, she enables the Remote Office so all calls to her business phone number will be
received on her mobile. When Molly initiates a call from the DOT CommManager, her business phone number will
be displayed to the caller. Molly likes to use the Remote Office feature since she only has to give her clients her
business phone number and still not miss a call when away from the office.
Figure 5: Call Settings – Remote Office
To enable Remote Office:
1. Click Call Settings
2. Select Remote Office
3. Click the Edit icon
4. Check Enable service and enter the Remote Office number in the phone number field. The preferred
format for this number is 03xxxxxxxx (for a landline) and 04xxxxxxxxx (for a mobile). International phone
number format is also supported (ie +<country code><phonenumber)
5. Click Save
Figure 6: Call Settings – Remote Office – Edit - Enable
6. The screen will display the changes
7. Click X to close the window
CALL SETTINGS
16
To disable Remote Office:
1. Click Call Settings
2. Select Remote Office
3. Click the Edit icon
4. Uncheck Enable service
When a Remote Office phone number has been assigned, it will be remembered the next
time the Remote Office is enabled; This number can be deleted or changed at any time.
5. Click Save
Figure 7: Call Settings – Remote Office – Edit – Disable
6. Click X to close the window
The Remote Office number can be changed at anytime. To change the number:
1. Click Call Settings
2. Select Remote Office
3. Click the Edit icon
4. Change the number in the phone number field. The preferred phone number format is: 03xxxxxxxx or
04xxxxxxxx.
5. Click Save
6. Click X to close the window
Note 1: For an incoming call, if the Simultaneous Ring and Remote Office features are
enabled concurrently, each of the assigned Simultaneous Ring phone numbers will ring at
the same time as the Remote Office location.
Note 2: For an incoming call, recommend you disable the Call forward Always feature to
ensure your Remote Office location rings. If the Always forward feature is enabled, the
assigned number for Always forward will ring and not the Remote Office location.
CALL SETTINGS
17
To make a call when Remote Office is enabled:
1. Use the DOT CommManager to make the call
Refer to Chapter 4: Call Handling for details on how to make a call using the DOT
CommManager
2. The assigned Remote Office phone will ring
3. Answer the Remote Office phone
4. The call will be connected to the destination number
5. When you have completed the call, hang up the phone to disconnect the call
2.2. FORWARD CALLS
The Forward Calls feature automatically forwards incoming calls (from your business phone) to an alternate
phone number that is configured. The preferred phone number format is: 03xxxxxxxx or 04xxxxxxxx.
International phone number format is also supported (ie +<country code><phonenumber)
Use Case 1:
Gloria will be on leave for two weeks. Gloria’s manager, Brian has agreed that he take her calls while she is away.
On her last day of work, Gloria signs in to DOT CommManager and enables the Always Forward feature and
assigns Brian’s number in the phone number field. All of Gloria’s calls are automatically forwarded to Brian.
When Gloria returns from her leave she disables the Always Forward feature, so she can again receive calls on
her business phone.
Use Case 2:
Jess and Aaron work together on the same project. The calls they receive could be answered and followed up by
either of them. To help improve their response times and share the work load, Jess has enabled the Forward
when Busy feature and assigns Aaron’s phone number. Aaron has also enabled the Forward when Busy feature
and assigns Jess’s phone number. If Jess was already on a call and a second incoming call was received (and
Call Waiting was not enabled), the call would be forwarded to Aaron’s phone number to assist with caller enquiry.
Note: Call Waiting is a feature that can easily be managed using a Feature Access Code
(FAC). To enable Call Waiting dial *43#; To disable Call Waiting dial #43#.
Use Case 3:
William is often not at his desk and misses a lot of calls that come through to his business phone. To ensure
William can be contacted while away from his business phone, he enables Forward when unanswered to his
mobile phone number. This way, if William is at his desk he is able to answer the call on his business phone. If he
is not at his desk and there is a call to his business phone it will be forwarded to his mobile phone number.
Use Case 4:
Glen’s business is in an area where there are frequent disturbances to the electricity network. To prevent his
business being unable to continue when these disturbances occur Glen has enabled Forward when unreachable
and entered the number as his mobile phone into the relevant field. If there are any outages, all of his business
calls will automatically be forwarded to his mobile phone.
CALL SETTINGS
18
FORWARDING TYPE
DESCRIPTION
Every call will be forwarded to the number assigned.
Always forward
Forward when busy
Forward when unanswered
NOTE: Always Forward over rides all other call forward settings. If Always
Forward is enabled, all your incoming calls will always be forwarded.
Calls will be forwarded only when the phone being called is busy. If call
Waiting is active this feature will not work correctly
Calls will be forwarded after a defined number of rings. We have preconfigured your service to forward calls after 3 rings if the call is not
answered. In other words, if you don’t answer your call after ~18 seconds it
will be forwarded to the assigned number. Messagebank can stop this
functionality from working.
The number of rings can only be changed via the DOT Commpilot web
portal. Please refer to the support web site http://www.telstra.com.au/smallbusiness/bundles/dot/support/ for information on how to change the number
of rings before a call is forwarded in CommPilot
Forward when unreachable
Calls will be forwarded when your DOT phone is not accessible or inactive
due to power loss to the site, no network connectivity or no internet access
is available
Table 2: Call Settings – Call Forwarding Description
Figure 8: Call Settings – Forward Calls
The Forward Call option is disabled by default.
To enable a Call Forwarding option:
1. Click Call Settings
2. Select Forward Calls
3. Identify which type of forwarding to be enabled and click Edit for your selection
CALL SETTINGS
19
Refer to Table 2: Call Settings – Call Forwarding Description for forwarding types and
descriptions.
4. Check Enable
5. Enter a phone number for incoming calls to be forwarded. The preferred phone number format is: 03
xxxx xxxx or 04xx xxx xxx. International phone number format is also supported (ie +<country
code><phonenumber>)
Figure 9: Call Settings – Enable Call Forwarding service
6. Click Save
7. Click X to close the window
To disable any of the Forward Calls options:
1. Click Call Settings
2. Select Forward Calls
3. Identify which type of forwarding you need to disable and click Edit for your selection
4. Uncheck Enable
You can leave the Call forwarding number previously entered in the field for when you next
enable Call forwarding, otherwise delete the number from the field so another number can be
entered next time you enable the Call forwarding feature.
5. Click Save
6. The selected forwarding will now display as disabled
7. Click X to close the window
2.3. HIDE NUMBER
By default, your number is displayed to the called party. When the Hide Number feature is enabled, your number
is hidden from the display of the called party.
Calls to colleagues at your business site will still see your number displayed.
CALL SETTINGS
20
To enable to hide your number:
1. Click Call Settings
2. Select Hide Number
3. Check Enable to hide number
Figure 10: Call Settings – Hide number
4. Click X to close the window
To disable Hide Number:
1. Click Call Settings
2. Select Hide Number
3. Uncheck Enable to hide number
4. Click X to close the window
2.4. SIMULTANEOUS RING
The Simultaneous Ring feature allows up to 10 phone numbers to be defined. All numbers defined will ring
at the same time as your primary business phone number. This feature ensures incoming calls are not
missed and can be answered from other phones. The preferred phone number format is: 03 xxxx xxxx or
04xx xxx xxx. International phone number format is also supported (ie +<country code><phonenumber >)
The MessageBank® of the phones assigned within the Simultaneous Ring feature can
answer a call. If this occurs, your Voicemail will be located on the phone that answers the call
and not your business phone
Use Case 1:
Anthony is not always at his desk to answer calls on his business phone. Anthony prefers all calls to be
answered promptly and not forwarded to MessageBank® . Anthony enables the Simultaneous Ring feature
and assigns his mobile phone as one of the other numbers to allow Anthony to answer an incoming call on
either phone.
Use Case 2:
Sarah’s sales team requires all calls to be answered promptly. Sarah enables the Simultaneous Ring
feature and assigns all ten phone numbers from her team. This allows a call to be answered by another
team member when Sarah is unavailable or already on a call.
CALL SETTINGS
21
To enable the Simultaneous Ring feature
1. Click Call Settings
2. Select Simultaneous Ring
3. Check the Enabled checkbox
4. If required, check the option Do not ring my Simultaneous Ring Numbers if I am already on a call
Note: This will only work for calls answered on the primary phone.
5. If required, check the “Answer confirmation required” checkbox to ensure that a call will be connected to
a live party. If the Answer Confirmation check box is selected, the answering party will be prompted to
enter a confirmation digit before getting connected to the calling party. All other phones will ring until
the confirmation digit has been entered. When a confirmation digit has been entered, the call is
connected and the other number destinations stop ringing.
6. Enter the Phone number. The preferred format for this number is 03 xxxx xxxx and 04xx xxx xxx.
7. DO NOT FORGET to scroll down the page and press OK to save your settings.
8. Click X to close the window
Figure 11: Call Settings – Simultaneous Ring
The Forward Always feature when enabled will take precedence over the Simultaneous Ring
feature. Forward when busy, Forward when unanswered and Forward when unreachable will
allow Simultaneous Ring feature to operate.
CALL SETTINGS
22
CHAPTER 3
DIRECTORIES
The DOT CommManager has three Calling lists:
Contacts – contains a list of your personal contacts. You are able to add, edit and delete contacts in this list
Directory – this is an internal contacts list, all of your digital office technology phone numbers will be present
in this list, including any from different addresses. These contacts can be added to your Contacts list. You
cannot add, edit or delete from this directory
History – contains a list of your last 20 Missed, Received and Dialled calls
To view a list, click on the required tab to view the contacts in that directory. The selected tab will have a raised
white line under it to indicate the selection.
In the example below, Figure 18 - History has been selected.
Figure 12: Directory Tabs
3.1. SEARCHING DIRECTORIES
Use Search in Directories and Search and Communicate in Contacts to quickly find contacts
Figure 13: Directory Search
Figure 14: Contacts Search
The search function is incremental; as each letter is entered the displayed contacts will narrow to match the
search criteria.
DIRECTORIES
23
3.2. CALL HISTORY
Call History lists Dialled, Received and Missed calls. The time and date of each call is shown on the right.
Figure 15: History
By default all calls will be displayed. Use the Filter drop down arrow button to select which calls you would like to
view. The check boxes will display and can be selected or deselected. The Filter settings you select will remain
even if you Sign out and Sign back in. Please remember to check the Filter settings before inspecting the Call
History.
Please note that the Call History does not display the leading “0” of a phone number. The Contacts or Directory
will display a phone number as “03 8666 1111”. The Call History will only display this number as “3 8666 1111”.
This is normal behaviour of the application. This is not always the case, I have seen many example where it does
display with a 0 at the start.
Figure 16: History – Filter
The actions button
on the right side of the date and time can be used to dial a Contact. Refer to section 4.2
Make a Call and End a Call for further information. Right click to view a menu and select either Call from phone to
call the contact or Add to Contact list to add the contact to your contacts list if required.
3.3. MANAGING CONTACTS
Contacts can be created as a new entry or can be obtained from the business directory. All contacts are sorted
alphabetically by first name.
DIRECTORIES
24
3.3.1. ADD A NEW CONTACT
To add a new contact.
1. Click Contacts
2. Click Add Contact
3. Complete the Add Contact form. The table below details a full description of each field. None of the
fields are mandatory.
4. Click Add
NOTE: Contacts can only be added when connected to your DOT service otherwise it will
remain be disabled.
Figure 17: Add Contact
FIELD LABEL
DESCRIPTION
Address
Requires the sip address of the contact. If unknown please
leave blank
Display Name
This is the name that will display in the Contacts list
First Name
First Name of contact
Last Name
Last Name of contact
Email
Email address of contact
Web
Website address of contact
DIRECTORIES
25
Street
Street address of contact
Post Code
Post Code of contact
City
City of contact
Country
Country of contact
Mobile Phone
Mobile phone number of contact
Work Phone
Work phone number of contact
Home Phone
Home phone number of contact
Ring Signal
Select which ring signal you would like when this contact calls
Table 3: Add Contact - Details
3.3.2. ADD A DIRECTORY CONTACT TO CONTACTS
To add a contact from the Directory to your Contacts list:
1. Select Directory
2. Search for the contact
3. Click on the contact to expand the Communicate bar
Figure 18: Directory - Add Contact from Directory
4. Select Add Contacts
Note: To add contacts from your Directory to Contacts you must be connected to your DOT
service.
3.3.3. ADD A CONTACT FROM CALL HISTORY
To add a contact from History
1. Select History
2. Locate the contact
3. Click on the Dial Icon or right click the contact
4. Select Add to add a contact to Contacts
DIRECTORIES
26
5. The Add Contact details will display, enter in the required information.
Refer to section 3.3.1
6. Click Add
Figure 19: History – Add to Contact list from History
3.3.4. ADD A CONTACT AS YOU SEARCH OR DIAL
1. Select Directory
2. In the Search field enter in the contacts name or number
3. Click on the contact and select the Add to Contacts Icon
4. Enter the details of the contact to the Add Contact form
5. Click Add
Figure 20: Add Contact from Search
3.3.5. EDIT A CONTACT
To edit the details of Contacts and Directory.
1. Select Contacts or Directory
2. Search for the contact
3. Click on the contact to expand the Communicate bar
4. Click the Options icon
5. Select Contact Information
6. Make the required changes and click OK
DIRECTORIES
27
3.3.6. DELETE A CONTACT
Contacts can be deleted from the Contacts list. If a contact is deleted that was added from the Directory, they will
still be listed in the Directory.
1. Select Contacts
2. Search for the contact
3. Click on the contact to expand the Communicate bar
4. Click the Options icon
5. Select Remove Contact
Figure 21: Delete Contact
6. Confirm the deletion by clicking Yes
Figure 22: Confirm Deletion
DIRECTORIES
28
CHAPTER 4
CALL HANDLING
Currently the DOT CommManager offers a limited set of call handling features. Future releases of the client will
more than likely add to the number of features already available from the Web portal Commpilot.
4.1. MAKE A CALL AND END A CALL USING CONTACTS OR
DIRECTORY
When Making any calls using Comm Manager, please note that when Remote Office is not active all phone calls
will be made from the Business phone at the premises. If you are not working from your Office it is necessary to
activate Remote Office when making outbound calls.
To make a call:
1. Select Contact or Directory
2. Select the contact
3. Click on the contact to expand the Communicate bar
4. Click Call from phone
Figure 23: Call from phone
5. Your business phone will ring
6. Answer the call and you will then be connected to your Contact
7. End the call by hanging up the handset on business phone or remote phone
4.2. MAKE A CALL AND END A CALL USING HISTORY
To use the History to make a call:
1. Click History
2. Locate the contact
3. Click the Call icon
4. Click the select Call from phone
Figure 24: History – Call from phone
4.3. MAKE A CALL TO A NUMBER
CALL HANDLING
29
To dial any numbers use the following steps:
1. Select the Contact Directory
2. Click on the Open Dialler icon and
3. Type a number from your keyboard into the field, OR
4. Click on the numbers in the number pad, OR
5. In the Search or Communicate field enter in the number.
Copy the number from the field Search or communicate field and paste the number into the Dialler field.
Figure 25: Dialler
6. Click Call from Phone
Figure 26: Call from phone
4.4. CHECK VOICEMAIL NOTIFICATION
When a message has been received the DOT CommManager will display an alert icon. This icon is a fully
functional display.
Access your messages by selecting the ‘messages’ icon in CommManager
CALL HANDLING
30
Figure 27: MessageBank® ® Notification
When a new message has been accessed the icon will no longer display.
CALL HANDLING
31
YOU CAN ALSO ACCESS YOUR
MESSAGES BY DIALLING ‘101’ OR BY
PRESS THE ‘MESSAGES’ BUTTON ON
YOUR HANDSETCHAPTER 5
SETTINGS, PREFERENCES AND
SECURITY
5.1. PREFERENCES
Preferences are used to maintain your own User profile. Preferences can be accessed through the main menu of
the client.
To access Preferences from your PC:
1. Click Menu
2. Click Preferences
To access Preferences on Mac:
1. On the Menu bar click the DOT CommManager
2. Click Preferences
5.1.1. APPEARANCES
The Appearance tab will display first by default. Options for this tab cannot be changed.
SETTINGS, PREFERENCES AND SECURITY
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Figure 28: Menu – Preferences - Appearance
SETTINGS, PREFERENCES AND SECURITY
33
LANGUAGE
The DOT CommManager is preset to English.
Figure 29: Menu – Preferences – Appearance – Language
THEMES
The DOT CommManager is preset to the Telstra Theme.
Figure 30: Menu – Preferences – Appearance – Themes
SOUND EVENTS
This feature is currently not supported.
MINIMISE TO SYSTEM TRAY WHEN CLOSING
The System Tray is located on the PC taskbar next to the clock at the bottom right of the screen. It contains
miniature icons of programs and system functions that are running on your computer. To view the icons in the
system tray click on the up arrow.
Figure 317: PC System Tray
SETTINGS, PREFERENCES AND SECURITY
34
When you close the program by clicking the
(X-button) in the top right corner for PC and top left corner for
Mac, the program does not exit but is minimised in the system tray. The client will continue to operate in the
background.
Unchecking “Minimise to system tray when closing” will allow CommManager to sign out and exit.
Figure 32: Menu – Preferences – Appearance – Minimise to system tray when closing
CONFIRMATIONS
Confirmations allow pop-up notifications to be presented each time a contact is removed, or before an automatic
re-login. Confirmations for these events (shown in fig 39) can be disabled by checking the relevant box
Figure 39: Menu – Preferences – Appearance – Confirmation
5.1.2. SECURITY TAB
PROTOCOLS AND DEVICE MANAGEMENT
Contains the Username of the CommManager account and cannot be altered.
Figure 33: Menu – Preferences – Security
SETTINGS, PREFERENCES AND SECURITY
35
LOG IN
There are two options that can be set to change your Log in preferences
1.
Sign in automatically means you will be signed in immediately when the client starts.
2.
Run this program when the system starts will automatically run the client when your computer starts.
Click OK to save changes and exit or click Cancel to close.
Figure 34: Menu – Preferences – Security – Log in
SETTINGS, PREFERENCES AND SECURITY
36
CHAPTER 6
DEFINITIONS
Definitions of terms used throughout this guide are listed in Table
TERM
DEFINITION
DOT CommManager
The name of the software described in this guide. Also referred to as the client.
Client
The software used and described in this guide. Also referred to as the DOT
CommManager.
CommPilot
A web based graphical user interface that allows users to configure and customise
DOT phone features.
Remote Office
The Remote Office feature allows you to define any landline or mobile phone number
as your business phone. You can make phone calls from this phone number and
have them billed to your business. Incoming calls to your business are also redirected
to ring the Remote Office phone number.
Forward Calls
The Forward Calls feature automatically forwards incoming calls (from your business
phone) to an alternate phone number that is configured
Simultaneous Ring
The Simultaneous Ring feature allows you to define up to 10 phone numbers that will
ring at the same time as your primary business phone number. This feature helps to
ensure incoming calls are not missed and can be answered from other phones.
Table 4: Definitions of Terms Used
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37